EasyITGuys uses contact roles to identify who can request, approve, and manage changes for your organization. These roles help protect your people, information, technology, and budget while helping our team move approved requests forward efficiently. Most contacts only need to know one thing: they can always ask for help. Some requests may need approval before we can complete them.
Important: Contact Roles Are Approval Tags. A contact role does not automatically give someone administrator access, additional software access, or access to company data. It tells EasyITGuys which types of requests that person is authorized to approve.
| Anyone Can Usually Do This | Requires an Authorized Contact |
|---|---|
| Ask for help | Approve access for another person |
| Report a problem | Approve a purchase |
| Request help with their own account | Add or remove an employee |
| Ask for an application or folder | Approve a mailbox, group, or security permission |
| Request a change to their own account or technology | Approve a change that affects another employee, company security, or business operations |
| Contact Role | Best Used For | Examples |
|---|---|---|
| Level 99 | Broad business authority | Major access, purchasing, HR, and IT decisions |
| Access Control | Approving access and permissions | Shared folders, mailboxes, groups, applications |
| Human Resources | Employee changes | New hires, departures, legal name changes |
| Purchasing | Budget and technology purchases | Licenses, subscriptions, hardware |
| IT Contact | Technical coordination | Reboots, technical changes, non-standard software |
| Full User | Help for themselves | Device, account, and approved software support |
| Email Only User | Limited support for their own account | Email and approved account-related support |
| Non-Supported User | Non-technology staff | Janitorial, floor, seasonal, kiosk, or limited-access roles |
| Request | Usually Approved By |
|---|---|
| Add, remove, or update an employee | Human Resources |
| Give someone access to a file, mailbox, group, or application | Access Control |
| Approve a password reset or access request for another employee | Access Control |
| Buy software, licenses, subscriptions, or hardware | Purchasing |
| Server reboot, non-standard software, or technical change | IT Contact |
| Make a broad organization-wide decision | Level 99 |
| Get help with a supported device, email, account, or approved software | Full User or Email Only User |
Employees can always ask for help. Requests that affect another employee, company access, purchasing, or security may require approval from the appropriate contact role.
| Contact Role | Typical Recommendation |
|---|---|
| Level 99 | Usually 1 to 3 highly trusted owners or executive leaders |
| Access Control | Usually 1 to 3 managers or operational leaders responsible for access decisions |
| Purchasing | One or more finance, office management, owner, or budget contacts |
| Human Resources | One or more HR or leadership contacts responsible for employee changes |
| IT Contact | One or more internal IT leaders or technical coordinators |
| Full User | Assigned to each covered employee who receives normal IT support |
| Email Only User | Assigned to employees with email-focused or limited support coverage |
| Non-Supported User | Assigned only when a person does not need normal IT support or technology access |
Please contact EasyITGuys when someone:
Approval roles identify who can approve changes. Support coverage roles identify the level of IT support assigned to a person. Support coverage does not provide approval authority.
Best for: Owners, executives, or a very small number of highly trusted leaders.
Level 99 is the highest approval level and may approve most organization-wide access, purchasing, HR, and IT decisions. Level 99 provides broad authority, but it does not replace the normal approval process. When a request involves HR, access, purchasing, or IT, EasyITGuys will normally seek approval from the contact responsible for that area whenever practical.
| Common Request | Example |
| Approve broad access changes | Approving access for a senior leader or a major department change |
| Approve major technology changes | Approving a business-impacting system change |
| Approve employee or purchasing matters | Approving a purchase or major staffing-related request |
| Confirm organization-wide direction | Making a decision that affects the company as a whole |
Level 99 should be limited carefully. It is best used for ownership or executive leadership, not as the default role for every manager.
Best for: Leaders responsible for deciding who should have access to company information and systems.
Access Control contacts are sometimes called Permissions Contacts. HR confirms employee-related changes. Access Control confirms the systems, folders, mailboxes, groups, and applications that employee should be allowed to use.
| Common Request | Example |
| Shared folders and file access | Adding an employee to a department drive |
| Shared mailbox access | Giving a manager access to a shared inbox |
| Microsoft 365 groups and distribution lists | Adding a user to a company group |
| Security groups and protected applications | Granting access to a restricted system |
| Access requests for another employee | Authorizing access changes or password resets for another user |
| Adding a user to supported services | Approving a new employee to receive covered IT support |
Best for: Finance, purchasing, budget, or leadership contacts.
| Common Request | Example |
| Software licenses | Microsoft 365 or Adobe licenses |
| Subscription changes | Increasing or adding a subscription |
| Hardware purchases | Laptops, monitors, or replacement equipment |
| Technology-related purchase orders | Approving an authorized order |
Purchasing approval does not automatically authorize access changes. A user who needs software may still require Access Control approval for access to the system or data.
Best for: HR contacts and leaders responsible for employee records.
| Common Request | Example |
| New employee requests | Onboarding a new hire |
| Employee departures | Disabling an account for a departing employee |
| Legal name changes | Updating a user’s legal name |
| Title changes | Updating an employee’s job title |
| Account restoration requests | Confirming that a blocked account should be restored |
HR handles the employee change. Access Control may also be needed if the employee requires access to sensitive folders, mailboxes, applications, security groups, or elevated systems.
Best for: Internal technical leadership and technology decision makers.
| Common Request | Example |
| Server reboot windows | Scheduling maintenance after business hours |
| Non-standard software | Requesting a specialized business application |
| Web filtering changes | Requesting access to a legitimate website or service |
| DNS or technical configuration review | Coordinating a technical change with EasyITGuys |
Certain technical requests may also need Purchasing approval, Access Control approval, or Level 99 approval based on cost, security impact, or business impact.
| Role | Support Coverage |
|---|---|
| Full User | Help with supported devices, email, accounts, and approved software |
| Email Only User | Help with email and account-related needs |
| Non-Supported User | Used for employees who do not need regular IT support or who have limited technology needs, such as janitorial, floor, seasonal, kiosk, or limited-access roles. |
These users can ask for help when applicable. They cannot approve access, purchases, employee changes, or security changes for other employees.
How many people should have Level 99 or Access Control?
These roles should be limited to a small number of trusted people. Most organizations only need one to three Level 99 contacts and one to three Access Control contacts, depending on their size and structure.
Can every employee ask EasyITGuys for help?
Yes. Employees can request help with supported devices, accounts, and approved business tools. Some requests may require approval before they can be completed. This is especially common for access changes, purchases, employee changes, and security-related requests.
Why does shared folder or mailbox access need another person’s approval?
Shared folders and mailboxes often contain company, customer, financial, personnel, or confidential information. Access Control approval helps confirm that access is appropriate before it is granted.
Does an Access Control contact automatically have administrator access?
No. This role identifies who can approve access-related requests. It does not automatically provide full administrator rights in every system.
Why are HR and Access Control separate?
HR confirms employee lifecycle changes, such as hiring, departures, legal name changes, and title changes. Access Control confirms the systems, folders, mailboxes, groups, and applications an employee should be allowed to use. Keeping these responsibilities separate improves security and reduces the chance that unnecessary access is granted.
Can a Purchasing contact approve a new employee or access request?
Not unless they are also assigned HR, Access Control, or Level 99. Purchasing is intended for financial and technology purchase decisions.
What should we do when an employee leaves?
Notify EasyITGuys as soon as possible through your normal support process. HR approval is typically used to confirm the departure, and our team will follow the appropriate offboarding process.
What happens when an approval contact is unavailable?
Our team will contact another authorized person. A Level 99 contact may be able to provide approval when appropriate.
How do we change a contact’s role?
Contact the EasyITGuys support team with the person’s name, their position, and the responsibilities they should have. We will help confirm the appropriate role and update the account.
Why should we review contact roles regularly?
People change jobs, responsibilities, and employment status. Review contact roles whenever staffing or responsibility changes occur and at least once each year. This helps ensure the correct people can approve requests and former contacts no longer retain approval authority.
